Administrative Assistant

The-Children; Pittsburgh (Allegheny County); On-site; USD 36,000 - 54,000; Full time

Benefits offered by this job

Medical insurance

Dental & Vision

PTO & Holidays

403b retirement plan

Tuition reimbursement

Professional development

Job summary

The Children's Institute of Pittsburgh is seeking an Administrative Assistant to provide essential administrative and operational support to school leadership and the special education team. The role focuses on managing confidential student records, coordinating IEP meetings, and supporting ACCESS billing and compliance tasks.

You will maintain calendars, prepare communications, and ensure accurate data entry while upholding privacy standards and professional discretion in a fast-paced

Qualifications

• Minimum of one year of experience in an administrative support role, preferably in a school or special education setting.
• Experience with student information systems or data reporting tools preferred.
• Proficiency with Microsoft Office Suite.

Responsibilities

• Provide administrative and operational support to the Associate Chief School Administrator, school administrators, and special education team.
• Manage calendars, scheduling, correspondence, document preparation, and communication.
• Coordinate IEP meetings, team meetings, and other school-based meetings, including logistics, materials, invitations, and follow-up documentation.

Skills

Administrative support

Microsoft Office

Data entry

Communication skills

Privacy & confidentiality

Calendar management

Attention to detail

Education

High School diploma or GED

Associate degree preferred

Tools

Skyward

PIMS reporting

Microsoft Office

Job description

At The Children’s Institute of Pittsburgh, we’ve built our legacy on being amazing. After more than a century of the highest quality care and service to children and their families, we’re forever proud of our team members who don’t just make a career here – they make a difference.

Job Title: Administrative Assistant

Location: Pittsburgh, PA

Schedule: Full –time; Monday-Friday; some flexibility during summer

About the Position

The Administrative Assistant/Special Education Secretary provides essential administrative, technical, communication, and operational support to the Associate Chief School Administrator (ACSA), school administrators, and special education team. This role is central to the effective coordination of student information management, ACCESS billing, IEP meeting scheduling, compliance-related documentation, and the accurate handling of confidential school information.

The position contributes to the overall efficiency and reliability of school operations by maintaining highly organized records, monitoring timelines, coordinating clear and timely communication, and responding to changing priorities with professionalism, discretion, independent judgment, accuracy, and attention to detail.

• Provide administrative and operational support to the Associate Chief School Administrator, school administrators, and special education team.
• Manage calendars, scheduling, correspondence, document preparation, and communication.
• Coordinate IEP meetings, team meetings, and other school-based meetings, including logistics, materials, invitations, and follow-up documentation.
• Maintain confidential student records, compliance documents, and administrative files.
• Process administrative requests, prepare forms and communications, and support daily school operations.
• Track deadlines and follow up on outstanding documentation, compliance tasks, and data entry.
• Coordinate ACCESS billing timelines, reporting, and administrative workflows.
• Coordinate professional development scheduling, registration, attendance tracking, and materials.
• Organize and maintain project files in accordance with retention and confidentiality requirements.
• Prioritize workload, manage competing deadlines, and provide status updates on projects and tasks.
• Maintain student information systems by entering updates, verifying records, running reports, and resolving discrepancies.
• Gather, track, and submit ACCESS billing information within established timelines.
• Maintain documentation for audits, monitoring visits, internal reviews, and compliance activities.
• Draft and update procedures, guidelines, and reference materials.
• Ensure compliance with organizational policies, privacy standards, and confidentiality requirements.
• Serve as a primary point of contact for administrative and special education communications.
• Prepare and distribute approved communications to families, staff, and community partners, including through Skyward.
• Provide administrative support and accurate information to staff, families, visitors, auditors, and other stakeholders.
• Collaborate with the Director of Education and clerical staff to ensure efficient school operations.
• Safeguard confidential information by following established data security and document-handling procedures.
• Follow organizational procedures, communication standards, and administrative workflows.
• Recommend improvements to administrative processes and workflows.
• Participate in required training and implement updated procedures and system changes.
• Adapt to changing school priorities, reporting requirements, and operational needs.

Qualifications

• Minimum of one year of experience in an administrative support role, preferably in a school or special education setting.
• Experience as an Administrative Assistant, School Office Assistant, Special Education Secretary, or similar position.
• Experience with PIMS reporting or comparable student data reporting systems preferred.
• Experience using student information systems, data reporting tools, or administrative recordkeeping systems preferred.
• Experience supporting special education, school administration, or compliance processes preferred.
• Proficiency with Microsoft Office Suite.
• Ability to learn and use school-based technology systems.
• High school diploma or GED required.
• Associate degree in Administrative Support, Business Administration, Education, or a related field preferred.
• No professional licensure or certification required.
• Must successfully complete all required pre-employment clearances and trainings, including:
  • Act 34 Criminal Background Check
  • Act 33 Child Abuse Clearance
  • Act 73 FBI Fingerprinting Background Check
  • CPR and First Aid training (provided upon hire if not current)

Benefits Summary

We're proud to offer generous benefits to our team members. Regular full-time team members are eligible for the following benefits:

• Medical and Prescription insurance - Choice of two health plans and networks
• Dental and Vision - Free coverage for team members.
• Paid Time Off (PTO) and Holidays
• Medical, Bereavement, Educational, & Personal Leaves
• Parental leave (birth & adoption) paid - 6 weeks
• 403b Retirement Plan – pre-tax & Roth options; employer match after 1 year
• Student Loan Refinancing Program
• Public Service Loan Forgiveness Program – CI qualifies as non-profit
• Education Assistance/Tuition Reimbursement
• Professional Development/CEU’s
• Life and Short- & Long-Term Disability insurance
• Credit Union
• Team Member Recognition Events
• Referral bonus
• CPR training (employer paid)

Are you looking for a position where you can make a lasting impact in the lives of children and their families? Are you ready to brighten the future of Amazing Children? We want to hear from you!

The Children's Institute of Pittsburgh is an Equal Opportunity Employer. We serve a diverse population of children and families, and we want our workforce to reflect that same diversity. We want all interested individuals to feel welcome in applying for a career at our amazing place – we can't wait to meet you!

The Children's Institute does not exclude, deny benefits to, or otherwise discriminate against any person on the basis of race, color, national origin, religious creed, AIDS or HIV status, disability, ancestry, age, gender, sexual orientation, gender identity or expression, genetic information, marital status, union membership, or veteran/military status in employment.